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When performing a Mail Merge with a recipient list that was created in another application, say Microsoft Excel, for example, you might want to make sure that the column headings in the Excel file match up with the fields in your Word document, whether it be a form letter or an envelope or even both. That's what we're going to look at right now. We're going to connect this to a recipient list that was created in Microsoft Excel. So, we'll first go to the Mailings tab and click Select Recipients. We're going to Use an existing list, so we'll select that.
If you've got the Exercise Files, navigate to the Exercise Files folder and open up the Chapter 3 folder and double- click the 03_04 subfolder where you'll find that workbook created in Microsoft Excel. It's called Addresses. With it selected, we click Open. There's only one table to connect to. It's called AddressList. It's already highlighted, so click OK and now we've got our recipient list. The other thing we're going to do is merge with a list of names and addresses to create this form letter, but we also want the envelope.
So, we'll add the envelope by clicking the Envelopes button in the Create group. You can include the return address. You should see your own default return address there, and click the Add to Document button. This adds the envelope to the very top. So, now we're going to zoom out. You can use the Zoom slider until you can see the entire envelope, and down below, we've got space here with the salutation as well as space for the address block. So, we can add it to either place. I'm going to add it just above the salutation here by inserting the fields and then we'll copy them to the envelope.
So, let's go up to the Write & Insert Fields group to Insert Merge Fields. Before we do that, like I said, we want to make sure that they're matched up with the column headings in our Excel file. So, we'll click the Match Fields button and typically, Word does a good job of matching up column headings with the usual fields that would be used in a Mail Merge, which we see on the left-hand side here. So, for example, Courtesy Title was automatically matched to the Title column in our Excel file. First Name is spelled identically to the file column heading in our Excel file.
So, it's matched up. But you'll see some of them aren't, like Suffix, for example. We'll click the dropdown here and there is a field or a column heading. It's the short form of suffix and we'll have to match this one up by selecting it, one that we had to do manually. Now I know for the fact, there's no Nickname or Job Title column in our Excel file. Company Name is matched up with company in the address lines. As we scroll a little further down, you'll notice that after City, State, we've got Postal Code on the left and it's not matched. We need that on the envelope, so we'll click the dropdown and sure enough, there is a field titled Code right here.
So, that's the column heading in the Excel sheet and we're going to match it up ourselves. Country or Region got matched up with Region and I think that's everything. Notice there's a checkbox down here as well to remember this matching for this set of data sources on this computer. So, automatically those matches will occur if we select this checkbox next time. So, we'll click OK and now we've got our fields matched up. We just need to insert them. So, let's insert a merge field by clicking the Insert Merge Field dropdown. We'll add the Title, leave a space, insert the First_Name, leave a space, insert the Last_Name, again, leave a space and we're going to insert the Suffix.
If there's no suffix, nothing will appear there. So, that's the entire first line. We press Return, or Enter, on the keyboard to move down to the next line and we'll continue with the Company_Name. Press Return, or Enter, on the keyboard and we'll continue adding the address now. So, Address_Line_1, press Return. If there's a second line address, such as a suite, we'll need the Address_Line_2, press Return again, or Enter, and City, put in a comma and space.
Insert the next field, which is State. Leave a space. Insert the next one, which is Code and we'll press Return. For our international customers, it will be important that the country or region appear. Now one more that needs to be added, we'll click right after the salutation here for Dear. It might be an extra space there you can take out. We're going to insert the First Name. Now you could do a Title and Last Name if you wanted to, but, to make it less formal, we'll just use the First Name.
So, now we've got everything we need on the form letter, but we need this all to appear as well in the envelope. So the nice thing is we can just click -and-drag across each of those lines. Ctrl+C is the keyboard shortcut for copy. Once you've done that, move up to the envelope, just click in the lower half around the center and you'll see there's an area reserved here for the address block where you can do Ctrl+V now, the shortcut for pasting. Notice that the alignment is in there as well. So, if you needed to adjust that, you could. Just select it all again, and if you want, you can just simply use the Ruler at the top, change the margin if you like, slide it over.
See how everything moves over? And all we need to do now is take a look to see if this is going to print out right by clicking the Preview Results button. So, there is the first example you can see using the Suffix and the Title. Now as we scroll down to the form letter, it appears there as well. We can move to the next record to see what it looks like. There's the envelope and continue and when you've finished previewing your results, just click the Preview Results button again. This is the end result that you'll want to save, so you want to save up your document.
It'll be saved with the envelope and all the codes. Thanks to matching fields, we're able to make use of all of the fields available to us from our Excel spreadsheet.
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